If you’ve handled data before, you’ve likely used Excel (XL) files — but our system expects imports via CSV (comma-separated values). Below, we break down the differences and share tips to avoid common errors when importing.
TOP TIP
Its possible, and easy, to set operating systems to open CSV and TXT files in TEXT EDITORS. This is recommended and can be set up by your local IT.
Excel (XL) Files:
Excel spreadsheets support rich formatting, formulas, macros, and many advanced features. But when transferring data between systems, these embellishments tend to cause friction.
CSV Files:
A CSV is simply a plain-text file where each column is separated by a comma (or another delimiter you specify). There’s no styling — just rows of raw data. Its an exrtemely common standard.
- All spreadsheet apps allow “Save As → CSV.”
- Converting from Excel to CSV removes formatting, leaving only your raw data.
- You can also load CSV files back into Excel.
- Important: Avoid putting anything extra above the header row. The system expects row one to contain column names.
Issue | Description | Tip |
Blank first row or header row errors | If you include a title or empty first row, the system may misinterpret your headers. | Start with your column names in row one, no extra text above. |
Invalid email format | The “Email” column must contain valid, formatted email addresses for all rows. | Use spreadsheet tools like =ISEMAIL() in Google Sheets to test. |
Trailing blank rows | Excess blank lines below your data may be rejected. | Remove empty rows before saving or rely on our system — we strip blanks during import. |
Leading zeros lost (e.g. “00123”) | Excel often treats such values as numbers and drops leading zeros. | Format these columns as text before saving to CSV (especially for phone numbers, IDs, or barcodes). |
Scientific notation errors for large numbers | Barcodes or ticket numbers can be misinterpreted (e.g. 567890123456 → 5.6789E+11). | Again, format as text in Excel before saving or importing. |
Names using “‘“ display incorrectly | Names with special characters like “‘“ can be converted incorrectly | Save as CSV UTF-8: In Excel, choose File > Save As and select CSV UTF-8 (Comma delimited) (*.csv) in the format dropdown. |
- Keep the first row clean — only column headers.
- Format columns that must preserve leading zeros (IDs, phone numbers, barcodes) as text in your spreadsheet before exporting.
- Ensure your “Email” column is fully valid — blank or malformed entries will cause rejection.
- Save as CSV before importing.
- If you spot import errors, double-check blank rows, formatting, and data types first.